The City Secretary is an officer of the City, appointed by the City Council. In addition, the City Secretary serves as a member of the City Manager’s Management Team. The City Secretary serves as Director of the City Secretary Department consisting of the City Secretary’s Office, Open Records Division, Vitals Statistics Division, Passport Acceptance Facility and Records Management Office.
The mission of the City Secretary's Office is to support and facilitate the governmental process by:
- Assisting the City Commission in fulfilling its duties and responsibilities;
- Improving public access to municipal records and other information;
- Enhancing public participation in municipal governmental processes;
- Safeguarding the municipal election and records management processes;
- Providing continuity for city government by recording its legislative actions and serving as historian for the City;
- Providing daily assistance to all administrative departments of the City of McAllen government.
City Commission Meetings
The City Secretary’s Office is responsible for the preparation and dissemination of City Commission meeting agendas and packets. The City Secretary must attend every meeting of the City Commission and keep accurate minutes of the proceedings, ordinances and resolutions of the City Council and Conflict Disclosure Statements. The City Secretary’s Office handles all City Commission meeting preparations.
The City Secretary serves as the Chief Election Official for the City of McAllen and is solely responsible for the administration of all elections. The City Secretary provides staff support and guidance during Charter review processes and prepares submissions to the U.S. Department of Justice for pre-clearance of election issues under the Federal Voting Rights Act.
Boards & Commissions
The City Secretary’s Office coordinates the recruitment, application and appointment process for City Council appointed boards, commissions and committees. This office keeps the interested citizens list and the appointed officials and volunteers serving on various committees.
The Office of the City Secretary is the administrative department responsible for the care and maintenance of all City of McAllen records. This office houses all legal transactions, City Council minutes, agendas, deeds, ordinances, resolutions, contracts and a vast array of other historical information. The City Secretary is designated as the City’s Records Management Officer. She is responsible for developing and administering a records retention and destruction policy, monitoring the records storage centers, overseeing the control of electronically stored records, and upgrading technology to provide for efficient and economic storage of records. In addition to these duties, the City Secretary’s Office responds to hundreds of requests for City records filed each year under the Texas Public Information Act.
In addition to the duties listed above, the City Secretary serves as custodian of the City corporate seal and attests the Mayor’s signature on all official documents; records and files deeds and easements; prepares and maintains records; coordinates the codification of City ordinances into the City Code of Ordinances; publishes all legal ads and notices for the City; maintains all City Commission meeting minutes; posts all legal notices and agendas; develops and oversees the City Secretary Department Budget and serves as Parliamentarian for the City Council.